How to Complete the RTP Letter of Recommendation

INSTRUCTIONS FOR COMPLETING
RTP LETTER OF RECOMMENDATION
Refer to the RTP sample letter for the following:
a.
Letter should be addressed to the candidate (not the next level of review). This ensures that the candidate
receives notice of the recommendation directly including their strengths and weaknesses. Do not copy
subsequent levels of review. However, since they are at the same level, and recommendations overlap
with the ten (10) day response/rebuttal period, the department committee shall copy the department chair
on their letters and the college committee shall copy the dean on their letters to ensure the chair and/or
dean are provided with all letters of recommendation.
b.
The letter should make reference to the candidate's request for consideration and the exact
recommendation being made by the reviewing body. Reappointment recommendations must state
reappointment to the appropriate year (third, fourth, fifth, sixth). Promotion recommendations should
indicate promotion to the specific rank (Associate Professor or Professor). If a terminal year is
recommended, express that clearly. In the case of a review by a committee, the letter of recommendation
should not contain words that reference the committee’s vote (e.g. unanimous, split, etc.).
The body of the letter should discuss the candidate's strengths and weaknesses (if any) in the three areas
of review: teaching effectiveness, professional growth, and service. Regarding professional growth, the
department committee or department chair must comment on the standing of the journals within the
discipline in which the candidate has published. Comments regarding the journals provides a context for
evaluation by reviewers at the college and university levels who may not be familiar with the publication
outlets and professional organizations within a discipline.
c.
Include a statement notifying the candidate of the response/rebuttal date. The candidate must be allowed
ten (10) days to submit a response/rebuttal statement. (To calculate the due date, use 10 calendar days
from the date of the letter which should also be the same day the candidate receives the letter of
recommendation and/or it is placed in their campus mail box. If the 10th day falls on a Saturday, Sunday,
or holiday when campus is officially closed, use the next working day.) Instruct the candidate to
complete and include a rebuttal/response form with their letter. The form should be stapled to the top of
the response/rebuttal letter. The Response/Rebuttal Instructions can be found on the Faculty Affairs web
site and includes information on the appropriate number of copies to submit and to whom they are to be
submitted. If the candidate has not copied the department chair (on the response/rebuttal to the
department committee) or the dean (on the response/rebuttal to the college committee) the chair of the
committee, the administrative coordinator, or College RTP representative should provide copies to them.
d.
There must be a signature representing the reviewing body making the recommendation.
e.
Only the previous levels of review should be copied on letters. Subsequent levels of review should not be
included as copy notations on letters and copies should not be mailed to them. Place a copy of the letter
in the PDS behind the front cover sheet in reverse chronological order (most recent on top). Subsequent
levels of review will read the letter of recommendations as the PDS goes forward.
f.
Edith Benkov, Associate Vice President for Faculty Affairs, must be copied on all letters.
(Note: Do not include A PAF 5-day filing date notice.)
g.
The College RTP representative in your dean’s office should be copied on all letters. This will ensure
that the performance reviews are completed on time and that letters have been formatted accurately.
Office of Faculty Affairs - Revised 07/2014
October 24, 2014
Professor (first name) (last name)
(department/school)
(college)
SAMPLE
a
Dear Professor (last name):
After reviewing your materials submitted for tenure and promotion to Associate Professor . . . I am pleased to
recommend that you be reappointed with tenure and promoted to the rank of Associate Professor effective at the
beginning of the 2015-2016 academic year. . . .
b
The body of the letter should discuss the candidate's teaching effectiveness, professional growth, and service. The
department should include acceptance rates of journals, etc. if the department committee did not include in their
letter.
You have the right to submit a response or rebuttal statement in writing to this letter of recommendation. If you
choose to submit a written response, it must be delivered to the department office by November 3, 2014. Please
include a response/rebuttal form with your letter. Refer to the response/rebuttal instructions for the appropriate
number of copies required and to whom the copies should be submitted.
c
Sincerely,
(name of department chair/Director), Chair/Director
(department/school)
c:
d
(first name, last name), Chair, Peer Review Committee e
Edith Benkov, Associate Vice President for Faculty Affairs f
(first name, last name), College RTP Representative
g